Privacy Policy

Last updated: 10 September 2026

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MJW Embroidery respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information I collect, why I collect it, how it is used and stored, and your rights in relation to your personal data.

MJW Embroidery is operated by Mike Whaites and is based in Sweden.

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MJW Embroidery
Grenljusbacken 13
117 65 Stockholm
Sweden

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Email: mike@mjwembroidery.co.uk

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For the purposes of the General Data Protection Regulation (GDPR), MJW Embroidery is the data controller for personal information collected through this website and in connection with my services.

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1. Information I Collect

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I only collect personal information that is reasonably necessary to respond to enquiries, provide embroidery digitizing services and operate my business.

When you contact me or request a quote through this website, I may collect:

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• Your name

• Your email address

• Your company or business name, if provided

• Project details and embroidery requirements

• Required design dimensions, if provided

• Artwork, logos or other files you choose to upload

• Any other information you voluntarily include in your enquiry

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Only your name and email address are required when submitting an enquiry through the website. Other project information is optional.

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The website may also collect certain technical information relating to your visit, such as your IP address, browser or device information and information about how you use the website. Some of this information may be collected through cookies and similar technologies.

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2. How I Use Your Information

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I may use the information you provide to:

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• Respond to enquiries and provide quotations

• Discuss your embroidery digitizing requirements

• Create and supply embroidery files

• Provide revisions and customer support

• Assist with repeat orders and previous projects

• Maintain appropriate business and customer records

• Meet accounting, tax and other legal obligations

• Maintain the security and functionality of the website

• Understand how visitors use the website and improve its performance

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I do not use information submitted through the website to send newsletters or unsolicited marketing emails.

I do not sell or rent your personal information to third parties.

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3. Legal Bases for Processing

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Under the GDPR, the lawful basis I rely on depends on why your information is being processed.

When you contact me about a potential project or request a quotation, processing may be necessary to take steps at your request before entering into a contract.

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When you become a customer, processing your information is generally necessary to fulfil our contract and provide the requested digitizing services.

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Certain information may be processed or retained where necessary to comply with legal obligations, including accounting and taxation requirements.

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I may also process limited information where I have a legitimate interest in doing so, including maintaining appropriate records of previous customer projects, providing ongoing support, protecting my business and improving my services, provided those interests do not override your rights and freedoms.

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Where consent is required, particularly in relation to non-essential cookies or similar technologies, processing is based on your consent. You can withdraw or change that consent at any time.

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4. Archived Embroidery Files

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As part of my service, I maintain an archive of completed embroidery files so that customers can request replacement copies if their original files are lost, and to support repeat orders or future revisions.

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This archive generally consists only of completed EMB and DST embroidery files and associated PDF production worksheets. Files are organised using the customer or company name and are not stored within the archive with customer email addresses, telephone numbers or other contact details.

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Completed embroidery files may be retained on a long-term basis because customers frequently return to request copies of previously completed designs.

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The archive is maintained solely to provide this ongoing service and to support previous customer projects. Archived designs are not used for unrelated purposes.

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Where an archived file contains information that identifies an individual and therefore constitutes personal data, that information will be handled in accordance with this Privacy Policy and applicable data protection law.

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5. How Long I Keep Personal Information

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I retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to maintain appropriate business records, or to meet legal, accounting and tax obligations.

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Customer correspondence and project information may be retained where reasonably necessary to provide ongoing support, identify previous work or respond to future enquiries.

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Accounting and transaction records are retained for the period required under applicable Swedish accounting and tax laws.

Completed embroidery files may be archived separately on a long-term basis as described in Section 4. Where those files do not contain information relating to an identifiable individual, they do not constitute personal data for the purposes of the GDPR.

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Personal information that is no longer required for its original purpose, another legitimate purpose or a legal obligation will be deleted or anonymised where appropriate.

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6. Website Forms and Wix

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This website is built and hosted using Wix.

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When you submit an enquiry through the website, the information you provide may be stored within Wix's systems, including Wix Contacts/CRM, so that I can receive, manage and respond to your enquiry.

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Wix and its service providers may process information using infrastructure located in different countries. Where personal information is transferred outside the European Economic Area, appropriate safeguards are used where required by applicable data protection law.

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7. Third-Party Service Providers

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I use trusted third-party services where necessary to operate MJW Embroidery and provide my services. These currently include:

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Wix – website hosting, website forms, contact management, website functionality and analytics.

Google Workspace / Gmail – business email and customer correspondence.

Dropbox – storage and archiving of customer artwork, completed embroidery files, PDF production worksheets and associated project files.

Fortnox and my accountant – bookkeeping, accounting, invoicing and compliance with applicable Swedish financial and tax requirements.

Usercentrics – management of cookie consent and privacy preferences on the website.

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These providers may process limited personal information on my behalf or, in some circumstances, act as independent data controllers.

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Personal information is only shared where reasonably necessary to provide my services, operate my business, comply with legal obligations or where you have authorised me to do so.

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8. International Data Transfers

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MJW Embroidery is established in Sweden and provides digitizing services to customers in the United Kingdom, European Union, United States and other countries.

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Some of the service providers used by MJW Embroidery may process or store personal information outside Sweden or the European Economic Area.

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Where personal information is transferred internationally, appropriate safeguards will be used where required by law. These may include an applicable adequacy decision or approved contractual safeguards such as Standard Contractual Clauses.

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9. Cookies & Similar Technologies

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This website uses cookies and similar technologies for essential website functionality and, where permitted, to understand how visitors use the website.

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MJW Embroidery uses Wix Analytics to understand website traffic and performance.

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I also use Google Search Console to understand how the website performs within Google Search.

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Cookie consent on this website is managed using Usercentrics. Where consent is required, non-essential services and technologies are only activated in accordance with the consent choices you make.

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You can accept, reject or manage applicable cookie categories through the cookie consent controls available on the website. You can also change your consent choices later using the cookie settings available on the site.

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Further information about individual cookies and services may be provided through the website's cookie consent interface.

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10. Instagram, Google Reviews and External Services

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The website may display content provided by third-party services, including an Instagram feed and Google Reviews.

When third-party content is embedded into a website, the relevant service provider may receive technical information such as your IP address and may use cookies or similar technologies.

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Where consent is required, these services will be managed through the website's cookie consent system.

The website may also contain links to social-media platforms and other external websites. Once you follow a link to an external website, the processing of your information is governed by that third party's own privacy practices and policies.

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11. Portfolio and Customer Work

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I may display examples of completed digitizing and embroidery work on the MJW Embroidery website, portfolio or associated social-media accounts.

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Customer artwork, logos or project work will only be used for portfolio or promotional purposes where appropriate permission has been obtained.

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Providing artwork to MJW Embroidery for digitizing does not, by itself, give permission for that artwork or completed project to be displayed publicly.

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12. Data Security

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I take reasonable technical and organisational measures to protect personal information and customer files against unauthorised access, loss, misuse, alteration or disclosure.

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This includes using established third-party service providers for website hosting, email, file storage and business administration.

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However, no method of electronic transmission or storage can be guaranteed to be completely secure.

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13. Your Data Protection Rights

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Depending on the circumstances, under the GDPR you may have the right to:

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• Request access to personal information I hold about you

• Ask for inaccurate or incomplete information to be corrected

• Request deletion of your personal information

• Request restriction of processing

• Object to certain processing based on legitimate interests

• Request transfer of certain personal information to you or another organisation

• Withdraw consent at any time where processing is based on consent

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These rights are not absolute and certain exceptions may apply. For example, I may need to retain particular information to comply with a legal obligation or establish, exercise or defend legal claims.

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To exercise your rights or ask a question about your personal information, please contact:

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Mike Whaites
Email: mike@mjwembroidery.co.uk

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I may need to verify your identity before responding to certain requests.

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14. Children's Privacy

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MJW Embroidery provides professional embroidery digitizing services and this website is not intended for children under the age of 18.

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I do not knowingly seek to collect personal information from children through this website.

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15. Complaints

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If you have concerns about how your personal information has been handled, please contact me first so that I have an opportunity to address your concerns.

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As MJW Embroidery is established in Sweden, you also have the right to lodge a complaint with the Swedish Authority for Privacy Protection:

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Integritetsskyddsmyndigheten (IMY)

Swedish Authority for Privacy Protection (IMY)

You may also have the right to contact another competent data protection supervisory authority depending on where you are located.

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16. Changes to This Privacy Policy

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I may update this Privacy Policy from time to time to reflect changes to the website, the services I use, my business practices or applicable legal requirements.

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The latest version will be published on this page and the “Last updated” date at the top will show when the policy was most recently revised.